Ski for Light Event Planning Manual

June 2011

28. Silent Auction Coordinator

The Silent Auction is a popular activity at each SFL event which also serves as an important fund-raiser for the SFL program.

The role of the Silent Auction Coordinator is to publicize the event and solicit donations prior to the event, and to organize and conduct all aspects of the auction during the International Event.

Pre-Event

August 1

• Contact the SFL Bulletin editor to ensure that an article about the silent auction will be in the fall issue of the SFL Bulletin.

Planning Meeting

• Depending on travel distance, time and budget constraints, you may be asked to attend the planning meeting. If you do not attend, please ensure your responsibilities are carried out by someone who does.

January 1

• Send an e-mail messsage to the SFL-Event listserv to inform those who will be attending the event about the upcoming auction, and which encourages attendees to send or bring items for the auction to the event location.
• Contact the Silent Auction Coordinator of the previous year and obtain a copy of the bidding sheet that was used. If possible, bring about 250 copies of this form.

International Week

Sunday

• Work with the Corporate Sponsor Coordinator and the Sales Room Coordinator to determine which items are appropriate for the silent auction.
• With input from the SFL President and Event Chair, determine if any items are available for a live auction. This would be a handful of higher-valued items and may include an item of special significance.
• Begin completing bid forms for each item received.
• Work with the Information Room Coordinator to determine the best time and location for receiving silent auction items.
• As items are received, determine its appropriateness for the auction. If you determine that an item is not appropriate, politely return it to its donor.
• Work with the Special-Format Coordinator to determine how bid sheets will be brailled.
• Develop a form to be given to donors which acknowledges the value of their charitable contribution.

Tuesday

• Ask the SFL Announcer to request anyone who has not turned in a silent auction item that they have brought to please bring it to a specific location at a certain time.
• Begin recruiting worker bees who can assist with set-up during the day on Wednesday and an appropriate number of sighted persons who can staff a table or two to assist with describing items and filling in bid forms.
• Work with the Sales Room Coordinator to determine how payments will be handled after the silent and live auctions have concluded.
• Determine the number of six-foot tables you will need for the silent auction. Larger items such as skis can be placed near a table.
• Check with the Hotel Function Coordinator to ensure that the tables will be ready for set-up beginning about 10 a.m. on Wednesday morning. Also, be sure that there is sufficient space to display the live auction items.

Wednesday

• Either obtain or make table numbers to be placed on a front corner of each table. Whichever corner is chosen, be sure that each table has a number in the same location. Numbers should be in very large print and braille.
• With two or three worker bees, place items with their accompanying bid forms on tables. It is best to have a variety of items sprinkled around the room.
• Place live auction items in a location where they will be accessible for examination but out of the traffic flow.
• Just before the silent auction begins, assign the recruited sighted persons to one or two tables and explain their role.
• If a DJ is on-hand for a dance after the auction, work with the DJ to intersperse music between the closing of tables.
• Be on hand throughout the silent auction to answer any questions that may arise.
• As the silent auction concludes, close tables two at a time. Be sure an announcement is made about which tables are closing. If two people are still interested in the same item, conduct a live bid-off between those two people.
• Make sure the procedure for payment and item pick-up is announced.
• Ensure that the live auction flows smoothly.

Thursday

• Arrange to have any remaining auction items picked up and unsold items returned to their donor(s).